Urgent Response Co-ordinator/administrator

Urgent Community Response is a newly formed team of highly skilled clinicians working together to support urgent response visits and prevent admissions for patients in their own home.

If you feel you have the necessary skills and attributes to offer this new role and would like a challenge we would love to hear from you.

This role is initially for 12 months to be reviewed after that time.

To provide operational and administrative support to the Professional/Clinical Lead in a way that is responsive to their needs and contributes to the effectiveness of their roles. The post-holder will work within the Urgent Community Response team (UCR) responding to a variety of situations on a daily basis.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

**Professional Lead Support**:
Responsible for the proactive, accurate management of the electronic diary, maximising time management by prioritising entries considering objectives and geographical implications.

Provide comprehensive, high quality administrative support for HR and incident investigations, including arranging meetings, taking minutes and typing of letters.

Work on own initiative to manage and prioritise administrative tasks to support effective and efficient running of the Urgent Community Response team.

Receive and make telephone calls on behalf of the Professional /Clinical Lead, taking messages, dealing with enquiries appropriately and ensuring accurate and timely communication of messages including issues of a confidential and contentious nature.

Provide effective administrative support to the Professional/Clinical Lead within a changing environment. Deal on a regular basis with confidential, sensitive and contentious information on staff and services.

Support lead with the implementation of new systems and processes.

Health Roster

Support lead with coverage of the UCR roster, organising bank/agency when needed.

Arrange return to work meetings, provide administrative support and ensure that all documentation is completed.

Monitor sickness triggers for staff members and escalate to the Professional/ Clinical Lead. Liaise with HR to arrange sickness meetings as necessary.

Draft sickness outcome letters and schedule sickness review meetings.

Monitor annual leave usage and communicate available annual leave slots to ward staff.

Escalate to Professional/Clinical Lead if staff are not utilising their annual leave allocation effectively.

Monitor when staff appraisals are due and book appraisal meetings, liaising with mentors.

Monitor professional registration renewal and escalate any concerns to the Professional/Clinical Lead prior to registration lapsing.

Monitor mandatory training compliance for the ward staff and book training in a timely manner.

Workload and capacity

Provide support to the clinical co-ordinator in monitoring and allocation of workload through EMIS.

Undertake phone calls to support the clinical co-ordinator identify capacity.

Staff Administration

Ensure all induction and training is booked for new starters and coordinate with the Professional/Clinical Lead to allocate a mentor/preceptor.

Train staff on the department’s policies and procedures.

Generate change forms and termination forms and submit to the Professional/ Clinical Lead for authorisation.

May be required to order stock or equipment, as required.

Communication

Act as “Communication Champion” for the team, linking in with the Communications Department to ensure that Trust messages are disseminated to ward staff.

Attend Trust meetings with the Professional/Clinical Lead and draft feedback forward staff.

Compile the UCR newsletter, including information relating to incidents, safety notices and screensaver messages.

Arrange UCR meetings with external agencies and other professionals as required, taking minutes and following up actions.

Ensure UCR noticeboards are kept up to date with current information.